Contact Us
Mary Graydon Student Center, Room 319 on a map
Student Center 4400 Massachusetts Avenue NW Washington, DC 20016-8113 United States
Supporting Learning Beyond the Classroom
American University's mission comes to life both inside and beyond the classroom. While the Office of the University Registrar (OUR) stewards the scheduling of academic instruction, University Event Scheduling (UES) serves as its co-steward for co-curricular space, helping create the environment where students learn through leadership, service, involvement, performance, dialogue, and community.
Together, our offices help ensure that University space is managed fairly, strategically, and in alignment with the University's academic and student engagement priorities. Through thoughtful scheduling, campus-wide coordination, and stewardship of the University's shared spaces, we help make thousands of educational experiences possible each year.
Why It Matters
Every reservation creates an opportunity for learning, connection, and discovery. Whether hosting a workshop, a guest speaker, a cultural celebration, a service project, or Commencement, the thoughtful coordination of University space enables the experiences that complement classroom learning and strengthen the campus community.
By stewarding these shared spaces, University Event Scheduling helps advance American University's commitment to intellectual curiosity, community, leadership, and student success.
Our Role in Action
University Event Scheduling fulfills its role through the following core responsibilities:
- Event Scheduling — Schedule and coordinate the University's largest portfolio of event and instructional spaces, serving students, faculty, staff, and campus partners alike.
- Major Event Coordination — Coordinate the scheduling of university-wide Major Events, including Commencement, Admissions Preview Days, All-American Weekend, and other institutionally significant events.
- Enterprise System Administration — Manage system data, configurations, and user support for EMS, the University's enterprise system for space and event management.
- Scheduling Governance — Develop and maintain university scheduling policies, procedures, scheduling cycles, and operational standards that promote fair, consistent, and efficient management of University space.
- Scheduling Office Support — Provide guidance, training and collaborative support to scheduling offices across campus.
- Space Utilization & Reporting — Monitor scheduling activity, analyze space utilization, and provide university-wide reporting to support planning and decision-making.
- Event Planning Resources — Develop event planning resources and connect event hosts with the campus offices and services needed to successfully plan and execute events.
Did You Know?
- UES manages more than 125,000 scheduling transactions annually, including event requests, reservation updates, space maintenance holds, and other activities that keep campus spaces available and well managed.
- Nearly half of all university event scheduling is coordinated directly by the UES team.
- In 2025-2026 school year, UES and campus scheduling offices processed more than 36,000 event requests.
- Our work supports everything across the University, from student organization interst meetings and socials, to VIP speaking engagements and major university-wide events.
Meet the University Event Scheduling Team
University Event Scheduling is a small team with a campus-wide impact. Our professional staff and student assistants work together to coordinate event scheduling, manage the university's enterprise scheduling system, provide customer support, and help thousands of events come to life each year.
Casey Parker
Manager, University Event Scheduling & Special Projects
Leads university-wide scheduling operations, major event coordination, scheduling policy, and strategic initiatives.
Esther Gavilan
Assitant Director, University Event Scheduling
Leads scheduling governance, EMS enterprise system administration, reporting, training, and campus-wide scheduling support.
Scheduling Assistants
Graduate & Undergraduate Student Staff
Francesca Lisbino
Event Scheduling Assistant
Supports customer service, reservation processing, daily scheduling operations, and office administration.
Imanuel Jackson
Event Scheduling Assistant
Supports customer service, reservation processing, daily scheduling operations, and office administration.
Kelsey Sherry
Graduate Event Scheduling Assistant
Supports event scheduling operations, EMS administration, reservation processing, and client communications.
🤝 Meet the UES Scheduler Network Our Campus Scheduling Partners
While University Event Scheduling serves as the central scheduling office for many campus spaces, there is also a network of professionals that support event scheduling in various facilities across campus. UES serves as the steward of this campus-wide Scheduler Network, providing onboarding, training, EMS system administration, scheduling guidance, policy interpretation, and ongoing support to help ensure a consistent scheduling experience across the university.
Together, the UES Scheduler Network helps connect students, faculty, staff, and guests with the right spaces while supporting efficient, coordinated use of university facilities.
Click on the Scheduling Offices link to find the office responsible for scheduling each campus space and connect with the appropriate scheduler →
UES Scheduler Network
Find the campus office responsible for scheduling your desired space, along with contact information and facility assignments.
A Note About Our Resources
⚠️We are in the process of migrating our resources to the website. More pages will be coming soon. In the meantime, you can still find resources on the UES Resource Hub (sharepoint site).
Popular Resources from the 'ol UES Hub:
• Event Planner Toolbox
• Campus Contacts for Event Support
• Event Policies & Guidelines
• EMS WebApp Information